STUDENT OVERSEAS TRAVEL HEALTH & SAFETY INFORMATION FORM & RISK ASSESSMENT FOR WORK & STUDY PLACEMENTS

STUDENT DETAILSName: Faculty/Service/School & Division/Section:

Registration Number and Course: Email Address & Tel No:

Your Travel Itinerary Details:Please Note: You will not permitted to travel to any country or a specific area within a country against the advice of UCLan, FCO or Red24 this includes ‘ against

all travel’ and ‘against all but essential travel’

Expected dates of overseas travel/return and expected placement start / finish dates:

Country / specific city/town/area/s being visited:

Name & contact details of work or study provider, including contact details of a named person:

Outline the work / study and leisure activities you will be undertaking whilst overseas:

Details of your accommodation and address abroad:

My contact details whilst abroad e.g. mobile/email:

Please also ensure your emergency & next of kin details are up to date on Starfish.

UCLan Insurance: Insurer: Ace European Group Ltd / Axis Speciality Europe SEPolicy Number: 18 PAT-0000000458Policy Period: 1 August 2018 to 31 July 2019Emergency Assistance Helpline (Aonprotect Assistance): Telephone outside of the UK +44 (0) 20 7173 7797

Your placement/study tutors name, email and extension number: Out of Hours Emergencies: Security (24-hour security lodge) holds a cascade list of senior staff within the University: (+44) 01772 892068. Email: Security@uclan.ac.uk

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STUDENT OVERSEAS TRAVEL WORK or STUDY PLACEMENT RISK ASSESSMENT TEMPLATENot all hazards or controls listed below will be relevant to your intended travel – You MUST delete those that are not applicable!

List significant hazards here:

List people at risk:

List existing controls, or refer to safety procedures etc. For risks, which are not adequately controlled, list actions needed.

Remaining level of risk: high, med or low

Safety and Security including transportation (by air, hired vehicle, public transport, taxi, etc.), excessive consumption of alcohol / use of drugs, etc.

Risk – lack of personal safety, attack, abuse, potential breakdown / accident, theft, etc.

Insert here specific safety and security warnings from FCO website & Red24

Insert here the methods of transport you will be using whilst overseas.

Your name You are not permitted to travel to any country or a specific area within a country against the advice of the FCO or Red24 check advice before you depart.

Check your mobile phone will operate within the country being visited and ensure your School/Service has your latest contact details in case emergency communication is required.

Ensure you have the contact details for your nationality’s Embassy or Consulate in the country being visited.

If travelling in Europe register your UK mobile with 112 before you go to Europe, as it will default to 999. Text REGISTER (in capitals) to 112 and wait for the reply and then answer YES (again in capitals) to complete process.

If you are the victim of crime overseas please contact the local Police and notify the University as soon as possible;

Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff within the University: (+44) 01772 892068. Email: Security@uclan.ac.ukSet up a reporting plan with a designated time when you can contact your college//school/service, spouse partner, etc., to let them know you are safe. If you do not call them they can try contacting you to see if you are safe.

Personal attack alarms available from Security, you should remain vigilant in all public places and take sensible precautions for personal safety and avoid public gatherings and demonstrations, which have the potential to turn violent.

Consider carefully the location you are taking expensive equipment too and the chance of theft. Only take the cash you will need for the day and leave valuables in a hotel safe / safety deposit box. Use hotel or other recommended taxi companies. Always pre-book taxis. Seat belts must be worn at all times during vehicle journeys.

Requirements of any train / public transport safety information provided

FCO: General travel abroad advice

FCO: Help for British nationals overseas

Tailored Travel Briefings available via AonProtect Personal Accident & Travel Assistance for travel to higher risk counties

FCO: Get help if you're a victim of crime abroad

Students are not insured to drive or ride motor vehicles or to undertake ‘action sports’ / high risk leisure activities whilst overseas, you must take out your own comprehensive insurance to cover such activities.

Privately hired & insured vehicles - assess vehicle suitability for basic safety features e.g. working brakes – many hire vehicles do not meet the standards of the UK.

‘AonProtect Sanctioned High Risk Country Questionnaire’ must be completed for travel to: Afghanistan, Columbia, Iraq, Mexico, Nigeria, Pakistan, Somalia, Venezuela, Yemen, Iran, Syria, Cuba, Sudan, North Korea, Libya and Myanmur Burma).

Insert here contact details of your nationality’s Embassy in the country you are visiting

Insert what you think is the level of risk for each hazard identified. after controls / actions have been implemented

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to be followed at all times.

AonProtect Personal Accident & Travel Assistance

Adherence to Student Alcohol & Drug Misuse Policy

Ensure the consumption of excessive alcohol or a drug does not endanger their own or others safety or personal security.

Accident Reporting Procedures;

Insert here specific safety and security protection advice from FCO website and Red24

TerrorismRisk – involved in terrorist attackInsert here specific terrorism warnings from FCO website & Red24

There is considered to be a heightened threat of terrorist attack globally against UK interests and British nationals, from groups or individuals motivated by the conflict in Iraq and Syria. You should be vigilant at this time.

Your name Any terrorism safety measures outlined by FCO / Red24 to be followed at all times.

Avoid wearing any clothing which could be mistaken for or form part of a military uniform at all times e.g. camouflage jackets, trousers, etc.

Include here relevant terrorism protection advice from FCO / Red24

FCO: Reduce your risk from terrorism while abroad

Local laws and customsInsert here specific local laws and customs warnings from FCO website & Red24

Your name Include here relevant local laws and customs protection advice from FCO / Red24

You should respect local traditions, customs, laws and religions at all times and ensure your actions and comments do not offend nor bring yourself, others or the University into disrepute.

Entry requirementsInsert here specific entry requirements warnings from FCO website & Red24

Your name Ensure you do not break any visa conditions or overstay approved visa duration.

Include here any relevant local laws and customs protection advice from FCO / Red24

Assistance from relevant Consulate.

FCO Passport advice

FCO - Hand luggage restrictions at UK airports

HealthPersonal ‘fitness’ to travel – disabilities, pre-existing medical conditions, country

Your name In completing this risk assessment, I confirm that I have considered carefully any issues, which may increase risk to my Period Abroad such as current and ongoing health issues. If you feel you need additional advice in relation to this, you can take advantage of the Student Wellbeing drop-in sessions or contact Student Services

Consult AonProtect Personal Accident & Travel Assistance

Consult FCO: Disabled Travellers

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specific diseases, illnesses, etc. (e.g. Malaria, Typhoid, Hepatitis A, Diphtheria, Yellow Fever, contaminated water/food, other physical or mental health problem.).Risk - Ill-health, long haul flight - DVT / Dehydration.

Insert here specific health warnings from FCO website / Red24 / NHS Fitfortravel

To ensure your safety and welfare when overseas if you have not already done so please declare any relevant disabilities, pre-existing medical, mental health conditions or learning support requirements to Student Services well in advance of travel.

directly.

You are advised to see your doctor and seek medical advice on your fitness to travel and vaccinations required for travel. You are not permitted to travel on University business against the advice of your GP.

Where necessary ensure you have any necessary vaccinations, have purchased anti-malarial drugs prior to travel where applicable and have sufficient supplies of any prescribed medication for the duration of their travel.

You are advised to have a dental check-up before travel;

If an EU national and you are going to an EU country you must obtain a European Health Insurance Card (EHIC) before leaving the UK and ensure the University medical and emergency insurance policy details are up to date and easily accessible.

Placement/study tutors to consult Starfish and ensure reasonable adjustments are in place for all students. If new disclosures are provided or concerns are raised about a particular individual, advice can be sought from Student Services by emailing inclusivesupport@uclan.ac.uk

NHS - Deep vein thrombosis and you are advised to follow all DVT / dehydration precautions advised by aircraft cabin crew.

Only drink water from bottled sources and avoid food prepared by unlicensed vendors at all times. Carry Imodium or similar medication and rehydration sachets.

Manual handling Information provision, maintain good posture when lifting or lowering equipment, avoid twisting or bending to reduce the chance of back injury

Procedure for Risk Assessments for Activities Involving Disabled Staff and Students

NHS: Mosquito bite avoidance for travellers

If a student’s health deteriorates whilst abroad, it might be appropriate to arrange for their return home. Trip organiser to consult with Student Services to discuss options on (+44) 01772 89 3020.

A student who encounters a physical or mental wellbeing issue whilst abroad, can initially be supported by Student Services by telephone/Skype. Course Leader to contact (+44) 01772 89 3020 to discuss the circumstances of the case.

FCO - Foreign travel advice for people with mental health needs

FCO - Transport if you're disabled

Check availability of prescribed medication.

FCO: Travelling with controlled drugs

NHS - How to beat jet lag

Adequate preventative measures should be taken prior to departure to minimise the risk of Malaria and mosquito bites in general.

Use an insect repellent with 30%-50% DEET, remain indoors in a screened or air-conditioned area during the peak biting period for malaria (dusk and dawn).

Sleep in beds covered by nets treated with permethrin, if not sleeping in an air-conditioned or well-screened room.

Spray rooms with products effective against flying insects, such as those containing pyrethroid.

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If necessary, the Fitness to Study process can still be implemented when a student is abroad.

Insert here health protection advice from FCO/Red24/NHS FitfortravelNatural disasters including Weather

Risk possible extremes of hot, cold or wet.

Risk - Hot – heatstroke, heat exhaustion , sunburn, dehydration,

Risk - Cold – hypothermia .

Insert here specific natural disaster / weather warnings from FCO website & Red24

Your name Research expected weather conditions prior to travel

For hot climates: Exposure to extreme midday heat will be minimised. Drink lots of water at regular intervals throughout the day (3 litres per day) and take re-hydration sachets to replace lost salts as required. High alcohol consumption to be avoided. Pack a variety of clothing in case of sudden weather changes, wear a hat with a brim wide enough to shade your face, wear loose-fitting clothes made of breathable fabrics such as linen or cotton. Protect yourself from sun and insects. Wear long-sleeved shirt and long skirt or trousers. Light colours are reflective and therefore cooler than dark colours.

For very cold climates: Always wear warm, windproof and waterproof clothing, protecting extremities (such as fingers, toes, nose, and ear lobes). Dress in loose-fitting multiple layers to trap air and create an insulating effect, wear warm socks and robust, waterproof shoes/boots. Always take a change of dry clothing. Avoid prolonged exposure and shelter from high winds. Avoid drinking alcohol when it is very cold.

Insert here natural disaster / weather protection advice from FCO website / Red24

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Money & Document Control Risk - loss of passports, visas, insurance details, insufficient funds, etc.

Insert here specific money & document control warnings from FCO website & Red24

Your name Take photocopies of all important travel documents - keep them separate from originals. There is a requirement in many countries to carry your passport or a copy with you at all times for identification purposes.

Note your cash/credit card numbers and ensure you have emergency numbers for contacting bank and/or credit card companies in case of card loss. Inform your bank you are travelling overseas so they can clear bankcards to work in your destination.

Never put in bank or personal details into a shared PC or lap top;

UCLan accident emergency insurance and procedure.

Placement/study organiser to ensure that students have properly considered the full costs of the trip and have confirmed that they have sufficient funds in place;

Students who are in receipt of benefits or additional support/income should seek advice from the SU before they travel, as these may be terminated/amended if abroad;

If you encounter financial difficulties whilst abroad, contact the Student Financial Support Team – on 01772 892583 or email financialsupport@uclan.ac.uk or refer to the website at https://www.uclan.ac.uk/students/money/alf_loans.php; Students should check their student profile to ensure they are registered for the appropriate modules/placement, to ensure their fees are correct.

Insert here specific money & document control protection advice from FCO website / Red24

Assistance from relevant Consulate.

FCO Passport advice

For longer placements / study abroad periods, Student Services can run the ‘Managing your money’ session with students.

Risk of discrimination, verbal or physical assault, arrest or detention due to age, sexual orientation, disability whether physical or mental, gender, gender identity, religious beliefs, nationality, caste, race or ethnicity. 

Your name See also Safety and Security controls;Ensure you thoroughly research the country you are travelling to especially the FCO - Local laws and customs and Red24 Security Issues and Cultural Factors sections for warnings of potential discrimination threats or local laws.Consult the ILGA’s global sexual orientation laws page to assess whether criminalisation, protection and recognition laws are enacted;Contact your placement/study coordinator for advice if you believe you are the subject of any form of discrimination;If you are the victim of a hate crime overseas please contact the local Police and notify the University as soon as possible.

Gov.UK: Lesbian, Gay, Bisexual and Transgender foreign travel advice

Contact your Embassy if you incur problems overseas, especially if you feel that you can’t approach the local police.Consult FCO: Disabled TravellersFCO - Foreign travel advice for people with mental health needsFCO - Transport if you're disabled

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Issues specific to your work/study placement and leisure activities

Residential accommodation

Fire, personal security

Your name Ensure adequate local security arrangements are in place, research location of accommodation and any relevant safety concerns there may be;

You should read the evacuation procedures in your accommodation and ensure you are familiar with the appropriate escape route from your room and how to raise the alarm should you see smoke or fire;

Remember to lock your door at night and when you go out during the day, as you would at home;

Obtain suitable electrical adapter for the local voltage/plug type.

Include here any relevant accommodation specific safety advice given by the FCO / Red24 not included above.

General safety issues at your work / study placement provider

Fire, personal security

Your name UCLan H&S Procedure for Management of Student Placements as applicable

Compliance with the Regulations for the conduct of Students;

If you have any H&S concerns whilst on placement including any substantial change to your placement activity speak to your provider and your placement tutor immediately;

You must follow the premises/site/activity safety procedures / instructions at all times and use any safety equipment provided as directed;

Familiarise yourself with the location of fire escape routes/exists;

Students given access to Health & Safety Information for Students on Overseas Work & Study Placement;

University & businesses accident reporting procedures.

Students covered by University Public Liability Insurance on a contingency basis;

Signed copy of LoE must be received before work placements commence.

Students on work placement should be given full H&S induction by provider.

You are not permitted to change your work/study placement provider without the advance permission of the University.

Additional Issues You must now identify any additional significant hazards related to your placement or any intended leisure activities which are not covered above.

Your name Now identify whether there are any existing control measures already in place to ensure the hazards you have identified do not harm anyone

You must now identify any additional control measures required to ensure the hazards you have identified do not harm anyone

Finally decided what level of risk these hazards now pose

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I agree to take note of the risks identified above and abide by the control measures outlined, I will review my risk assessment prior to travel to ensure risks/controls remain accurate and appropriate. I will notify the University of any significant changes to my stated travel or placement activities and agree not to travel until my risk assessment has been signed off.

I understand the University cannot except liability or provide insurance cover for high risk leisure activities I may undertake while I am overseas, including the driving or riding of motor vehicles. I agree to purchase my own accident/medical/vehicle insurance cover and always use reputable organisations to organise higher risk leisure activities.

Assessment undertaken by: Signed by Head of School / Service or their nominee: Assessment reviewed by:Name: Your name Name: Name:

Date: you completed your assessment Date: Date:

Note: You are not permitted to go on overseas placement until your risk assessment has been signed off, or to change your agreed work / study provider or location either prior to or during placement without the advance permission of the University. Failure to do so will invalidate your risk assessment and potentially the insurance cover available.

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Advice to Students on Completing the Overseas Travel Risk Assessment Template

The risk assessment process is crucial to ensure your health & safety whilst overseas, it is therefore essential you actively engage in the process!

The University has a statutory duty of care to protect, so far as is reasonably practicable, your health, safety and welfare while you are on a University related overseas activity, this can only be accomplished if a suitable and sufficient risk assessment is completed.

To ensure that you have an insight and understanding of the potential risks to your health and safety whilst overseas and the necessary control measures required to reduce or mitigate those risks, you are required to complete an overseas travel risk assessment. This will detail your specific travel arrangements, country safety issues and any ‘work’ or leisure activities with inherent risks.

Please Note: Failure to adequately complete either the information form or risk assessment will lead to inevitable delays in the approval of your travel, you are NOT permitted to travel overseas until your risk assessment has been signed off by the Head of your School or their nominee.

Your Student Overseas Travel Health & Safety Information Form

To ensure the University has sufficient information on your overseas travel activities you are required to complete all fields in this form in detail. Particular attention should be paid to the sections ‘Detailed description of expected work / study activities’ and ‘Detail any planned or expected leisure activities with inherent risks’, you must ensure you give enough detail to ensure persons reviewing your travel plans understand exactly what you will be doing overseas so they can ensure your risk assessment covers all significant risks to your health and safety and whether any work or leisure activities fall outside of the scope of the UCLan’s overseas travel insurance policy.

Your Travel Risk AssessmentYou have been provided with a template risk assessment that identifies typical hazards overseas that you as a traveller may face and the control measures to help prevent them happening to you. Read through the template familiarise yourself with the hazards (things that could cause you harm) and how they can be controlled by following simple measures.

You must ‘customise’ the template to your personal circumstances, the particular travel destination and your work/study/leisure activities. The template contains a number hyper-links to web-pages that will assist you in this process, but you should also do your own research, on the specific location you will be staying / working / studying in and the organisation/institution you will be working for or studying in.

You must now consult the specific country health and safety travel safety advice given by the UK’s Foreign & Commonwealth Office: Foreign travel advice page - https://www.gov.uk/foreign-travel-advice this link will take you to the following FCO webpage, follow the instructions in ‘red text’ to get information on the country you are travelling to:

Read carefully through the information given on the summary page, note if there any travel restrictions to either the entire country or parts of the country. Please be aware that you are not permitted to travel to any country or a specific area within a country against the advice of the FCO, e.g. where they advise against

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‘all’ or ‘all but essential travel’. If you find this is the case you must speak to your placement tutor immediately. Also be aware that If you go to a country/area that has no travel restrictions when you commence travel, but they subsequently change and the FCO then advises ‘against travel’ you will be required to return to the University immediately.

Now open the first hyperlink under ‘current travel advice’ heading ‘Safety & Security’ and read through the information.

If the FCO gives a specific warning relevant to your travel for example; ‘there have been incidents of sexual assault and robbery of foreigners, particularly when travelling alone in a taxi late at night in major cities’, this should be cut and pasted into the Safety & Security significant hazards row.

If the FCO then gives specific safety advice to help avoid the risk, e.g. for the example given above ‘where possible, take an ‘official’ taxi, make sure someone knows where you are and try to take a note of the taxi’s number’, you should cut and paste this into the 3rd column of the Safety & Security’ row headed ‘list existing controls, or refer to safety procedures etc.’ See below:

In the example given above the person’s name and transport methods have also been added and vehicle hire references deleted as these are not relevant to this traveller).

PLEASE NOTE: If a safety warning given by the FCO is irrelevant to your trip or its associated activities do not include it, e.g., if you are travelling to Beijing in China, you do not need to include specific advice for travelling to other provinces in China, or if you are travelling in Summer but there are Winter weather warnings do not includes these.

Once you have completed adding information to the Safety & Security section you should then open the other links e.g. terrorism, local laws and customs, etc., and again cut and paste relevant information into the matching section.

In addition to FCO safety advice you are also required to check the advice given by Red24 a leading global security company whose services are part of the University’s overseas travel accident and insurance policy.

The specific information provided by them is far more comprehensive and detailed than that provided by the FCO which may prove vital particularly with travel to higher risk destinations. Details of how to access this information is given belowGo to: AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – Login: pnhill1@uclan.ac.uk Password: SHESection

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The Red24 advice is laid out differently with country and in many cases city specific warnings and safety advice, you will notice subject headings differ slightly from the FCO’s.

Again you must familiarise yourself with the information and where significant warnings / advice is given that is not mentioned by the FCO, you should include this within your risk assessment. ‘Security Issues’ should be included in your risk assessment under ‘Safety & Security’ or ‘Terrorism’ as relevant, ‘Travel logistics’ under ‘Security Issues’, ‘Cultural Factors’ under ‘Local laws & customs’ and ‘Travel Health under ‘Health’.

Once you have completed this you should move on to the ‘Issues specific to your work/study placement and leisure activities’ sections. You must now try and identify any additional significant hazards related to these activities, particularly for work placements consider what work activities you will be doing, are they safe are you competent to undertake them, will the provider train me, etc.

This also applies to intended leisure time activities which may have inherent risks e.g. action sports/activities, trekking, diving, climbing, driving, etc., this is essential as there may be insurance restrictions in place.

You must then identify suitable control measures to mitigate those risks, i.e.: prevent them happening completely or at least reduce the risk of them happening, an example is given below:

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Once you have entered all relevant information into each section of your risk assessment, you then need to decide whether there are sufficient existing control measures in place to protect your health, safety and welfare from each identified hazard.

If you think you are not adequately protected for a particular hazard try and identify further control measures to protect yourself, and add these measures to your risk assessment, in the example given above the additional control measures are ‘trip not to commence if I have any concerns on trip / vehicle safety, wear seatbelt when minibus moving and walking boots to be purchased’.

Finally you must make a decision informed by your research from the FCO/Red24, NHS Fitfortravel, Doctor’s advice etc., on the remaining level of risk (high, medium or low) that each hazard poses now that suitable control measures will be put in place.

In the trekking example above though the trip is well organised and should be ‘low risk’, the vehicle travel element however, is an inherently higher risk due to the poor state of driving standards and roads within the country, so the overall risk has been raised to ‘medium’.

Apportioning a final level of risk is a subjective matter try to be as honest as possible and weigh the risks and the suitability of control measures, you will not be penalised for getting this section wrong, though risk ratings may be amended upon final review for you.

Submitting your Risk Assessment for ApprovalBefore you submit your risk assessment ensure it is relevant to your travel, to the location you will be going to, the time of year and the activities you will be undertaking while you are overseas. Do not assume the person reviewing your risk assessment knows what you are doing make it clear in the information form.

Once your risk assessment is completed it must be returned to your tutor with the information form no later than four weeks prior travel, so it can be assessed and signed off by the Dean of your School. If your risk assessment for whatever reason is deemed as not being ‘suitable & sufficient’ it will be returned to you with advice on where it can be improved.

Please Note: You are not permitted to go on overseas placement until your risk assessment has been signed off and you are not permitted to change your work/study placement provider without the advance

permission of the University.

Sources of Information

FCO & Red24 Quick guide to travel risks by country: https://www5.uclan.ac.uk/ou/fm/resource-centre/External%20Library/FCO%20and%20Red24%20Travel%20Safety%20Advice.xlsx Foreign and Commonwealth (FCO) Travel Site: https://www.gov.uk/browse/abroad/travel-abroad AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – Login: pnhill1@uclan.ac.uk Password: SHESection

University Safety, Health & Environment Section: http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php

NHS Fit to Travel: http://www.fitfortravel.nhs.uk/home.aspx

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US Department of State – travel safety: http://travel.state.gov/content/passports/en/alertswarnings.html

Travel Health Advice (detailed advice on various travel related issues): http://www.travelhealth.co.uk/advice/index.html

NHS Taking medicines overseas: http://www.nhs.uk/chq/Pages/1074.aspx

Safe Travel: http://www.safetravel.co.uk/

DirectGov - Airport and airline services for disabled travellers http://www.direct.gov.uk/en/DisabledPeople/TravelHolidaysAndBreaks/GettingThere/DG_4017242

NHS Health Care Abroad - http://www.nhs.uk/nhsengland/Healthcareabroad/pages/Healthcareabroad.aspx

TripAdvisor: http://www.tripadvisor.co.uk/

Thirdyearabroad.com – UK’s largest network of students who work or study abroad: http://www.thirdyearabroad.com/

Safety, Health & Environment SectionJan 2017

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